Rentals & Birthday Party Coordinator - DCC

Position Summary

The Skokie Park District is seeking a customer-focused Rental Coordinator for the Devonshire Cultural Center. This position plays a key role in coordinating facility rentals and youth birthday parties while ensuring an exceptional customer experience from inquiry through event completion. The ideal candidate is professional, outgoing, detail-oriented, and comfortable managing multiple communication channels and event logistics.

This position requires availability in person on weekends and weekdays, working up to 20 hours a week.

Schedule

• Must be available to work at least 1 weekend day, preferably both
• Weekend shifts may be up to 6 hours between 8:30 AM – 9:00 PM
• Available to work at least two weekdays for shifts up to 6 hours each 8:30 AM – 9:00 PM
• Must be reachable by phone and email during scheduled parties, even if not physically in the office
   

Must be 21 years of age or older. Excellent written and verbal communication skills. Strong customer service and interpersonal skills. Highly organized with strong attention to details. Ability to manage multiple tasks and deadlines.Proficiency with Microsoft Outlook (email and calendar management). Willingness to learn RecTrac (Park District registration and facility software). Experience with Canva for basic design and communication materials. Experience editing PDFs using Adobe software. Basic understanding of creating simple floorplans for parties and events

Preferred Qualifications

•  Experience coordinating events, rentals, or birthday parties
• Experience working with children and youth programming
• Ability to assist with youth birthday parties in emergency situations, including:

             Cooking parties, Slime parties and Canvas painting parties.

Essential Duties & Responsibilities

Respond to phone, email, in-person, and online form inquiries in a timely manner

Coordinate facility rentals and birthday party bookings from start to finish

Manage transactions including cash, checks, and credit cards

Ensure hosts have a positive party booking experience and successful event execution

Email contracts, waivers, room set-ups, and reminders to patrons

Deliver room set-ups and event details to the Custodial Supervisor

Assist with training weekend staff and assessing party success; report concerns to the Cultural Arts Supervisor

Hire and coordinate internal party instructors and external contractors for:

Princess and superhero parties, Slime parties, Cooking parties, Canvas painting parties,Magic and Balloon parties, Bounce and Play (bounce house) parties

Communicate with instructors/talent via email, phone, text, calendar invites, and in-person conversations to ensure successful party implementation

Maintain organized documentation of bookings and communications

Check our skokieparks.org website for public information accuracy

Monitor inventory of birthday party supplies and purchase or request new supplies from the Customer Service Supervisor

Complete required safety trainings (online and in- person)

Assist with special events and additional duties as assigned.